In certain circumstances, an Associated Student Body may need district employees to perform extra duties for ASB activities. Payment to employees for this work MUST be done through the district Payroll to ensure compliance with employment laws. After the employee is paid, the Financial Services Department will send the ASB an invoice for salary and all applicable employer costs.
For ASBs utilizing district employees for extra duty, the following procedures should be followed:
- Expense must be pre-approved by ASB.
- Secretary codes timesheets to applicable pass-through account. Use the account codes as specified in the table shown below.
- Secretary routes timesheet for approval as follows:
- High Schools – to the ASB Bookkeeper
- Elementary Schools – to the Accounting Technician III at the Ed Center
- Middle Schools, Natomas Park, and Heron – to Secretary III in charge of ASB
- Leroy Greene – Administrative Assistant in charge of ASB
- Send timesheets to district Payroll Department
- At month end, Accounts Receivable will invoice the site ASB accounts for the actual expenses (Salaries/Benefits) incurred.
- ASB checks will be issued to the District and will be deposited into the pass through accounts to net zero.
Account Codes for ASB Timesheets | |
Teacher Salary – Substitute | 01-0999-0-1104-XXX-1110-1000-XXX-104 |
Certificated Extra Duty Teachers | 01-0999-0-1103-XXX-1110-1000-XXX-103 |
Classified Other/Security Extra Hours | 01-0999-0-2905-XXX-0000-8300-XXX-203 |
Classified Other/Security Overtime | 01-0999-0-2901-XXX-0000-8300-XXX-201 |
Classified Custodial Overtime | 01-0999-0-2201-XXX-0000-8200-XXX-201 |
Other Classified Overtime | 01-0999-0-2905-XXX-1110-4100-XXX-203 |